1. Travel Policy Update 402.03.A.1 Policy Change (Effective Aug 1, 2017)
Business Travel Savings Justification Form
Personal Airfare Cost Comparison Form
Training
August 1, 2017

2. Policy Change – Business Purposes
Travel Arrangements and Reimbursable Expenses
A. GENERAL
1. Reservations
a. Travel reservations should be made on the dates required to meet business needs only.  
Any exceptions for business purposes must be pre-approved by the Accounting Manager/Designee and documented by completing the Travel Savings Justification for Exception to Policy (Form 402-8).
Note: If the airline cost savings is $1400 or less OR if the total savings is less than $800 after completing Form 402-8, then the exception will not be granted due to labor cost avoidance.
Travel changes beyond the control of the traveler during the planned trip should be coordinated with Travel Services.
11/9/2018

3. Why Change Policy?
Addresses cost of labor in conjunction with perceived travel savings,
Traveler, Travel Coordinator, Travel Services, & Managers
Two step threshold ($1400/$800),
Airline ticket “at a glance” qualifier quickly identifies path forward
Unable to determine if request was for business or personal benefit,
11/9/2018

4. Business Purposes Form 402-8
Travel Savings Justification for Exception to Policy
Business Travel Only
(Use form if travel includes personal days or routing for personal preference)
Traveler's Name
Travel Authorization #
Purpose of the Trip (Conf, Vendor Visit, Mtg, etc.)
Origination (Not airport)
Destination (Not airport)
Business Start/End Date (Not travel date)*
Business Only Departure / Return Date
Requested Departure / Return Date
Departure Airport (Select Airport from Drop-down box)
Arrival Airport
Notes from Requester: (Provide copies of all documentation and attach to TA)
Notes from Approver: (Accounting Mgr / Designee)
Requested Itinerary Expenditures
Business Only Expenditures
Savings
Airfare (Attach comparison)
0.00
DO NOT SUBMIT
Train
Rental Car
POV Mileage in lieu of Rental Car or Airline Ticket
Lodging (Actual Daily Rate x Nights)
Meal Per Diem (Rate Authorized x Days)
Parking
Other incremental costs (extra taxis, Uber, etc.)
Total
* If registration is the only activity of the day and is offered on a subsequent day the traveler is to arrive no earlier than the day before sessions begin unless this form is pre-approved by the Accounting Manager or desginee.
All transportation comparisons must be captured from Concur on the same date and for the lowest available cost to meet the business need.
If routing is for personal preference, (e.g. the departure or arrival airport is not PHF, ORF, or RIC, or the traveler uses a POV instead of flying) do not complete this form. Please complete form Airfare Cost Comparison for Travel Including Personal Days / Personal Routing Preference.
Travel Policy A.1.a. states "Any exceptions must be pre-approved by the Accounting Manager/Designee and documented by completing the Travel Savings Justifiction Form (Form ). Note: If the airline cost savings is a $1400 or less OR if the Total Savings is less than $800 after completing form , then the exception will not be granted due to labor cost avoidance."  
Prepared By
Extension
Date
Approved By
11/9/2018

5. Business Purposes Example 1
Form 402-8
Travel Savings Justification for Exception to Policy
Business Travel Only
(Use form if travel includes personal days or routing for personal preference)
Traveler's Name
Example - OK to submit for approval.
Travel Authorization #
2017XXXXXX
Purpose of the Trip (Conf, Vendor Visit, Mtg, etc.)
Conference
Origination (Not airport)
Hampton, VA
Destination (Not airport)
Alameda County, CA
Business Start/End Date (Not travel date)*
7/10/2017
7/14/2017
Business Only Departure / Return Date
7/9/2017
7/15/2017
Requested Departure / Return Date
7/8/2017
Departure Airport (Select Airport from Drop-down box)
PHF
Arrival Airport
San Francisco, CA
Notes from Requester: (Provide copies of all documentation and attach to TA)
Airline ticket is $1,150 less expensive flying out on Saturday 7/8.
Notes from Approver: (Accounting Mgr / Designee)
Requested Itinerary Expenditures
Business Only Expenditures
Savings
Airfare (Attach comparisons)
900.00
2,350.00
1,450.00
Train
0.00
Rental Car
245.00
210.00
(35.00)
POV Mileage in lieu of Rental Car
Lodging (Actual Daily Rate x Nights)
1,358.00
1,164.00
(194.00)
Meal Per Diem (Rate Authorized x Days)
534.75
448.50
(86.25)
Parking
49.00
42.00
(7.00)
Other incremental costs (extra taxis, Uber, etc.)
Total (Submit exception request)
3,086.75
4,214.50
1,127.75
11/9/2018

6. Business Purposes Example 2
Form 402-8
Travel Savings Justification for Exception to Policy
Business Travel Only
(Use form if travel includes personal days or routing for personal preference)
Traveler's Name
Example - Do not submit for approval it will be denied without review.
Travel Authorization #
2017XXXXXX
Purpose of the Trip (Conf, Vendor Visit, Mtg, etc.)
Conference
Origination (Not airport)
Hampton, VA
Destination (Not airport)
Alameda County, CA
Business Start/End Date (Not travel date)*
7/10/2017
7/14/2017
Business Only Departure / Return Date
7/9/2017
7/15/2017
Requested Departure / Return Date
7/7/2017
Departure Airport (Select Airport from Drop-down box)
Other:
JFK, NY
Arrival Airport
San Francisco, CA
Notes from Requester: (Provide copies of all documentation and attach to TA)
Airline ticket is $1,100 cheaper. Will take the train to NY on Friday 7/7 and fly out Saturday 7/8. Will incur one night lodging in NY, an extra night lodging in CA, taxi from train station to hotel, hotel to airport, and on return airport to train. Will not have a rental car.
Notes from Approver: (Accounting Mgr / Designee)
Requested Itinerary Expenditures
Business Only Expenditures
Savings
Airfare
900.00
2,545.00
1,645.00
Train
240.00
(240.00)
Rental Car
0.00
POV Mileage in lieu of Rental Car
Lodging (Actual Daily Rate x Nights)
1,164.00
(481.00)
Meal Per Diem (Rate Authorized x Days)
573.00
448.50
(124.50)
Parking
Other incremental costs (extra taxis, Uber, etc.)
40.00
(40.00)
Total (Do not submit exception request)
3,398.00
4,157.50
759.50
DO NOT SUBMIT
11/9/2018

7. Business Purposes Example 3
Form 402-8
Travel Savings Justification for Exception to Policy
Business Travel Only
(Use form if travel includes personal days or routing for personal preference)
Traveler's Name
Example - Do not submit for approval it will be denied without review.
Travel Authorization #
2017XXXXXX
Purpose of the Trip (Conf, Vendor Visit, Mtg, etc.)
Conference
Origination (Not airport)
Hampton, VA
Destination (Not airport)
Alameda County, CA
Business Start/End Date (Not travel date)*
7/10/2017
7/14/2017
Business Only Departure / Return Date
7/9/2017
7/15/2017
Requested Departure / Return Date
7/8/2017
Departure Airport (Select Airport from Drop-down box)
PHF
Arrival Airport
San Francisco, CA
Notes from Requester: (Provide copies of all documentation and attach to TA)
Airline ticket is $600 Cheaper flying out on Saturday 7/8.
Notes from Approver: (Accounting Mgr / Designee)
Requested Itinerary Expenditures
Business Only Expenditures
Savings
Airfare (Do not submit exception request)
500.00
1,100.00
600.00
DO NOT SUBMIT
Train
0.00
Rental Car
POV Mileage in lieu of Rental Car
Lodging (Actual Daily Rate x Nights)
Meal Per Diem (Rate Authorized x Days)
Parking
Other incremental costs (extra taxis, Uber, etc.)
Total (Do not submit exception request)
11/9/2018

8. Policy Change – Personal Preference
Travel Arrangements and Reimbursable Expenses
A. GENERAL
1. Reservations
b. Should a traveler plan in advance to take an outgoing or return flight requiring extra days attributable to personal time, or if routing is for personal preference (airport other than PHF, ORF, RIC, or use of POV vs. Flying), the traveler is responsible for all additional costs (e.g. lodging, per diem, rental car, etc.).  
These costs are not netted against any cost savings from the airline ticket cost Use Airfare Cost Comparison for Travel Including Personal Days or Routing for Personal Preference (Form 402-9) to assist with this calculation.
NOTE – this request does not require Travel Services pre-approval but should be attached to the TA or ER along with cost comparisons.
11/9/2018

9. Personal Preference Form 402-9
Spinoff from original form Travel Savings Justification,
Similar to new form Travel Savings Justification for Exception to Policy,
Offers standardization,
Clearly identifies business travel dates and traveler’s intent,
Specific dates support cost comparison itineraries,
Value of business only airfare itinerary applied to requested itinerary,
TCs have option to request Travelers complete top part,
May help eliminate confusion between TC and Traveler,
Source that can be used to inform or gain traveler’s approval for anticipated out-of-pocket personal expense,
Does not require pre-approval by Travel Services,
Scan with the itinerary comparisons and attached to TA or ER is recommended,
MIS considering integrating into TA (future)
11/9/2018

10. Personal Preference Form 402-9
Airfare Cost Comparison for Travel Including Personal Days or Routing for Personal Preference
(Use Form if travel does not include personal days or routing for personal preference)
Traveler's Name
Travel Authorization #
Purpose of the Trip (Conf, Vendor Visit, Mtg, etc.)
Origination (Not airport)
Destination (Not airport)
Personal Dates
Business Start/End Date (Not travel date)*
Business Only Departure / Return Date
Requested Departure / Return Date (Preference)
Departure Airport (Select from Drop-Down Menu)
Arrival Airport
Notes from Requester: (Include copies of all documentation and attach to TA or ER)
Notes from Travel Services: (Accounting Mgr / Designee)
Requested Itinerary Expenditures
Business Only Expenditures
Savings
Airfare (Attach comparison)
0.00
Other form of Transportation:
(Provide Method)
* If registration is the only activity of the day and is offered on a subsequent day the traveler is to arrive no earlier than the day before sessions begin unless this form is pre-approved by the Accounting Manager or desginee.
All transportation comparisons must be captured from Concur on the same date and for the lowest available cost to meet the business need.
If the requested method of transportation is other than airline and the business destination is > 300mi radius, an airfare cost comparison is required. No other incremental travel costs will be reimbursed due to the method of transporation selected for personal preference (i.e. lodging, mileage, per diem, taxi, etc.).
Transportation cost in excess of the business only airline itinerary will be deducted from the Traveler's reimbursement.
Prepared By
Extension
Date
11/9/2018

11. Personal Preference Example 1
Form 402-9
Airfare Cost Comparison for Travel Including Personal Days or Routing for Personal Preference
(Use Form if travel does not include personal days or routing for personal preference)
Traveler's Name
Example - Submit all requests
Travel Authorization #
2017XXXXXX
Purpose of the Trip (Conf, Vendor Visit, Mtg, etc.)
Conference
Origination (Not airport)
Hampton, VA
Destination (Not airport)
Alameda County, CA
Personal Dates
7/7 & 7/8/17
Business Start/End Date (Not travel date)*
7/10/2017
7/14/2017
Business Only Departure / Return Date
7/9/2017
7/15/2017
Requested Departure / Return Date (Preference)
7/7/2017
Departure Airport (Circle or provide if other)
Other:
Dulles
Arrival Airport
San Francisco, CA
Notes from Requester: (Include copies of all documentation and attach to TA or ER)
Taking train to Dulles Airport on 7/7, spending night in DC and flying out 7/8 returning 7/15. Business only airfare comparison is for dates 7/9 & 7/15 out of PHF.
Notes from Travel Services: (Accounting Mgr / Designee)
JLab will cover the actual airfare up to $460. No other incremental costs associated with this requested itinerary will be reimbursed. - pst
Requested Itinerary Expenditures
Business Only Expenditures
Savings
Airfare (Attach comparison)
460.00
750.00
290.00
Other form of Transportation:
0.00
(Provide Method)
11/9/2018

12. Personal Preference Example 2
Form 402-9
Airfare Cost Comparison for Travel Including Personal Days or Routing for Personal Preference
(Use Form if travel does not include personal days or routing for personal preference)
Traveler's Name
Example - Submit all requests
Travel Authorization #
2017XXXXXX
Purpose of the Trip (Conf, Vendor Visit, Mtg, etc.)
Conference
Origination (Not airport)
Hampton, VA
Destination (Not airport)
Pittsburgh, PA
Personal Dates
7/7 & 7/8/17
Business Start/End Date (Not travel date)*
7/10/2017
7/14/2017
Business Only Departure / Return Date
7/9/2017
7/15/2017
Requested Departure / Return Date (Preference)
7/7/2017
Departure Airport (Circle or provide if other)
PHF ORF RIC Other:
N/A
Arrival Airport
Notes from Requester: (Include copies of all documentation and attach to TA or ER)
Using POV 810 miles round trip.
Notes from Travel Services: (Accounting Mgr / Designee)
JLab will cover the mileage only up to the cost of the airfare $ No other incremental costs associated with this request will be reimbursed (lodging, per diem, etc). - pst
Requested Itinerary Expenditures
Business Only Expenditures
Savings
Airfare (Attach comparison)
350.00
Other form of Transportation: POV
433.35
(433.35)
(Provide Method)
(83.35)
11/9/2018

13. Questions?
11/9/2018